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Write an out-of-office auto-reply with a backup contact
- For Sales and customer success
- You practice Asking for a format you can use
- Time about 5 minutes
- Level Beginner
About this exercise
Write an out-of-office auto-reply in plain text with exactly this shape: Line 1 exactly "Subject: Out of office until Nov 16"; then "Hi,"; then three short lines starting "I'm out:", "Urgent:", "Back:". Under 55 words. Urgent names the backup and their email from the notes; don't give a phone number or the reason for the absence.
Common mistakes when you ask AI for this
- Sharing personal details. The AI mentions the family trip or a mobile number. Try: Add: "No reason, phone number or deal names."
- Promising to check email. The AI says 'I'll check email occasionally'. Try: Add: "No promise to check email."
- Wrong shape. The AI writes a free paragraph. Try: Add: "Exact subject, Hi, then lines starting I'm out:, Urgent:, Back:."
- Too long. The AI writes a long auto-reply. Try: Add: "Plain text under 55 words."
What a strong prompt includes
- Sets the subject
- Uses the three labels
- Names the backup
- Bans personal info
- Limits length
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